Operations, Administration & Quality Systems Manager

EMA Labs Pty Ltd; Gold Coast City; On-site; AUD 110,000 - 150,000; Full time

Job summary

EMA Manufacturing, based in Arundel on the Gold Coast, seeks an experienced Operations, Administration & Quality Systems Manager to own administration, customer coordination and quality management systems. You will work with the owner and formulation team to ensure efficient operations and support growth.

This hands-on role combines customer communication, inventory coordination, SOP development and continuous improvement in a regulated manufacturing environment.

Qualifications

• Five years' experience in manufacturing administration, operations coordination, quality assurance or similar.
• Experience developing and implementing SOPs and quality systems.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Experience with inventory control, purchasing and administrative systems.

Responsibilities

• Manage customer enquiries via website and emails, respond professionally, coordinate quotations and follow-ups.
• Assist with customer onboarding and formulation project administration.
• Maintain accurate customer records and project information; liaise with formulation and production teams for timely updates.
• Oversee general office administration, purchasing, supplier communications and purchase orders.
• Maintain inventory records, stock movements and packaging documentation; assist with production scheduling and order coordination.
• Maintain accurate business records and administrative systems; identify opportunities to improve efficiency.

Job description

Operations, Administration & Quality Systems Manager

EMA Manufacturing is an Australian cosmetic formulation and contract manufacturing business based in Arundel on the Gold Coast.

We specialise in developing and manufacturing innovative skincare, haircare, personal care and cosmetic products for Australian and international brands.

As our business continues to grow, we are seeking an experienced, highly organised and dependable professional to take ownership of our administration, customer coordination and quality management systems.

This is an excellent opportunity for someone who enjoys responsibility, values efficiency and takes pride in ensuring a business operates smoothly.

About the Role

We are looking for a practical, hands-on Operations, Administration & Quality Systems Manager who can work independently, implement effective systems and support the day-to-day operation of our manufacturing business.

This is a varied position combining customer communication, general administration, inventory coordination, quality assurance and operational oversight.

Working directly with the business owner and formulation team, you will play an important role in maintaining efficient operations and supporting our continued growth.

We are not looking for someone who simply manages paperwork. We want someone who takes ownership, follows through on commitments and genuinely enjoys making things work better.

Key Responsibilities

Customer Enquiries & Account Management

Manage incoming website enquiries and customer emails.

Respond professionally to prospective and existing customers.

Coordinate customer enquiries, quotations and follow-ups.

Assist with customer onboarding and formulation project administration.

Maintain accurate customer records and project information.

Liaise with the formulation and production teams to provide customers with timely updates.

Oversee general office administration and daily administrative requirements.

Coordinate purchasing, supplier communications and purchase orders.

Maintain inventory records, stock movements and packaging documentation.

Assist with production scheduling and order coordination.

Maintain accurate business records and administrative systems.

Identify opportunities to improve efficiency and streamline processes.

Quality Assurance & Systems

Develop, document, implement and maintain a practical quality management system.

Prepare and maintain Standard Operating Procedures (SOPs), work instructions and quality records.

Establish and maintain document control systems.

Oversee raw material and packaging inspection and traceability procedures.

Maintain batch documentation, quality registers and production records.

Coordinate non-conformance reporting, corrective actions and continuous improvement.

Support GMP, workplace hygiene, WHS and quality compliance requirements.

Coordinate internal audits, staff training records and procedural compliance.

Operational Coordination

Support the smooth day-to-day operation of the business.

Assist with coordinating staff priorities and operational activities.

Monitor completion of administrative and quality-related tasks.

Identify and resolve routine operational issues.

Ensure established procedures are followed consistently.

Provide reliable operational oversight when senior management is unavailable.

About You

We are seeking someone with proven experience, sound judgement and a strong sense of personal accountability.

The successful applicant will ideally have:

At least five years' experience in manufacturing administration, operations coordination, quality assurance or a similar role.

Demonstrated experience developing and implementing SOPs and quality systems.

Strong organisational skills and exceptional attention to detail.

Excellent written and verbal communication skills.

Confidence managing customer enquiries and professional correspondence.

Experience with inventory control, purchasing and administrative systems.

The ability to work independently, prioritise responsibilities and meet deadlines.

A practical, solutions-focused approach to problem-solving.

Strong computer skills, including Microsoft Office; experience with Xero or inventory systems would be advantageous.

Experience in cosmetics, personal care, pharmaceutical, food or other regulated manufacturing environments would be highly regarded.

The Personal Qualities We Value

Experience is important, but attitude and reliability are equally important.

We are particularly interested in someone who is:

Dependable: Someone we can trust to take responsibility and follow through.

Proactive: Identifies what needs doing and takes appropriate action.

Practical: Develops systems that work in a real manufacturing environment.

Organised: Comfortable managing multiple priorities without losing attention to detail.

Collaborative: Works constructively with management, production employees and customers.

Accountable: Takes ownership of responsibilities and maintains high standards.

We value initiative and fresh ideas, but equally appreciate someone who listens, understands the business and works collaboratively to achieve results.

What We Offer

A stable, full-time position based in Arundel on the Gold Coast.

Direct involvement in the operations of a growing Australian manufacturing business.

The opportunity to take genuine ownership of systems and processes.

A varied and interesting role with meaningful responsibilities.

A supportive, practical working environment with direct access to experienced management.

The opportunity to make a lasting contribution to the development of the business.